Accepting Fall 2019 reservation requests starting July 10, 2019 | Accepting Spring 2020 reservation requests starting December 10, 2019
The CWRU Department of Music strives to maintain a safe, secure and productive environment for musical creation by university groups and individuals. The following policies and procedures describe which spaces are accessible and for what purpose. Every effort is made to meet the needs of all parties as equitably as possible while preserving the integrity of our facilities.
CLASSROOM RESERVATION REQUESTS
Reservations are granted on a first come first served basis as often as needed and upon confirmation. Priority is given to music faculty and music majors. Every effort is made to match the first choice, but the Department of Music reserves the right to adjust space to accommodate as many requests as possible. We can provide space for activities to the extent that space is available. Classrooms are not to serve as public event spaces unless permission is given by the department.
For academic activities and classroom scheduling, contact Jennifer Wright, Coordinator of Department Operations. See below in the “Events & Performances” section for booking performance and/or rehearsal spaces.
University Recognized Student Organizations* actively participating and contributing to music life on campus (public performances, collaborating with department ensembles, community engagement), with an affiliation to the Department of Music (required: music faculty advisor/director and permission from full faculty), may schedule a series of dates for one semester at a time in Denison Rehearsal Hall, Denison Classroom or Haydn Hall, Room 207. Student organizations are not to take the place of academic ensembles (MUEN) offered by the Department of Music. Rehearsal rooms can only be used for departmental activities. No outside activities will be booked in music spaces during orientation and the first week of each academic semester. Regardless of the number of sub-groups, a single student organization is permitted a max of 3 hours of rehearsal time per week during the regular academic semester. For example, if an organization as 3 sub-groups, each group is able to book 1 hour of rehearsal per week.
All reservations must be made online at least 4 business days in advance. Before requesting a space, please review these guidelines and check our Room Schedules to confirm availability.
To request a classroom, complete the online Classroom Request Form. Complete all fields when sending reservation requests. All requests must include set-up/tear-down time. Requests become official once you receive a confirmation from the music office.
Rooms Available for Academic Courses/Activities:
– Haydn Hall, Rm. 207 (capacity 15-17 with free-standing desks/tech/piano)*
– Haydn Hall, Rm. 311 (capacity 15-17 with conference room table/tech/piano)
– Haydn Hall, Rm. 312 (capacity 15-17 with modular furniture/tech (no computer)/piano)
– Harkness Classroom (capacity 40 with free-standing desks on risers/tech/piano/small stage)
– The Core Computer Lab (Macintosh computer classroom) | Email: Ken Wendt to book for special activities or loan equipment
Rooms Available to Department of Music Faculty and Music Majors:
– Haydn Hall, 15 & 19 (HPP Studios)
– Haydn Hall, 10 (Music Education Resource Room)
– Spartan Rehearsal Hall (capacity 75+ for large ensemble rehearsals) >>> academic ensemble rehearsals only!
– Wade Rehearsal Hall (capacity 75+ for large ensemble rehearsals)*
– Denison Rehearsal Hall (capacity 50+ for mid-size and small ensemble rehearsals)*
– Denison Classroom (capacity 15-20 in desks, speakers/screen, booked for small ensemble rehearsals and individual practice)*
* available to University Recognized Student Organizations for weekly rehearsal(s)
Disclaimer: Music facilities should be utilized for activities, meetings, gatherings, and functions consistent with the registered purpose of the organization. Any unauthorized use of space is prohibited. Under no circumstances can music equipment be transported or used outside of the facility. All persons using space or equipment shall be responsible for their own safety and shall be solely responsible for anticipating, knowing and taking all necessary precautions relative to working with such equipment. All appropriate measures and usage practices must be followed, including, but not limited to Dept. of Music Facilities Policies, general housekeeping rules or any manufacturer’s procedures. Responsible parties assume all risk of property damage and liability for any and all costs associated with any claims, actions or damage(s). Student staff members are often on-site to monitor building operations; regard for their authority is expected.
BUILDING OPERATING HOURS
Haydn Hall [click here for Kulas Music Library hours]
M-F, 8:00AM-6:00PM | Active Hours, 6:00-10:00PM
Sat./Sun., closed | Active Hours, 12:00-10:00PM
The 2nd-floor practice rooms are left open 24/7: HY 209, HY 210, HY 211, HY 212.
Haydn Hall Active Hours
These hours fall outside of normal operating hours during the business week and can be booked by reservation for additional rehearsals/practice. This means Haydn Hall locks M-F at 6:00PM, but remains active with students practicing and student organization rehearsals, until 10:00PM. Active Hours in Haydn Hall are provided M-F, 6:00-10:00PM and Saturday/Sunday, 12:00-10:00PM. Students must have after-hours privileges to access the building during these hours. A reservation must be made by submitting the Classroom Request Form.
M-F, 8:00AM-6:00PM | Active Hours, 4:00-10:00PM
Sat., 8:00-12:00PM (CYWS rehearsal only) | Active Hours, 12:00-10:00PM
Sun., closed | Active Hours, 12:00-10:00PM
Denison Hall will be staffed with building monitors during Active Hours. Students must have card access to gain entry. Check-in required upon arrival. Wenger practice modules are open 24/7.
Denison Hall Active Hours
These hours fall outside of normal operating hours and can be booked by reservation for additional rehearsals/practice. This means Denison locks M-F at 5:00PM, but remains active with music ensembles, students practicing and student organization rehearsals, until 10:00PM. Active Hours are provided in Denison M-F, 4:00-10:00PM and Sat/Sun, 12:00-10:00PM. A building monitor will be working and students must have after-hours privileges to access the building during these hours. A reservation must be made by submitting the Classroom Request Form.
Harkness Chapel & Classroom
(special events as scheduled)
BUILDING HOURS DURING BREAKS [WINTER/SPRING/SUMMER]
Closed (card access only)
Harkness Chapel & Classroom
Special events only
EVENTS & PERFORMANCES
This space is intended for ensemble performances, student recitals, dress rehearsals, recording sessions, as well as academic classes. It is not intended to support individual practice, lessons or other unrelated activities. Reservations must be submitted at least 4 days in advance. Cancellations must be received no less than 7 business days in advance. An event is confirmed once formal notification from the music office is received. Harkness Classroom will serve as a backstage area during performances. The last 2 weeks of each academic semester are typically held for CWRU Music events. Please be sure to include an option 1 (event date) and option 2 (dress rehearsal date) on the request form.
Additional fees are charged if holding a reception. Absolutely no alcohol and no food/beverages permitted inside the main chapel area or classroom. Water bottles with lids are acceptable. Receptions can be held in the foyer and classroom but this option must be indicated on the reservation form with permission given by the department. Permit paperwork is required and additional facilities/custodial services are provided (minimum fee of $140).
The responsible party listed on the Harkness Chapel Reservation Request agrees to adhere to our Facilities Policies and Procedures and the Harkness Usage Guidelines. This historic and valuable building should be treated with the utmost respect. Disregarding regulations and any resulting damages will be billed to the person who made the reservation. Furthermore, the individual/group may not be permitted to use Harkness Chapel in the future. All student event staff have gone through training; regard for their authority is expected. Event staff will remain on-site during the event.
Steps to Book Events in Harkness Chapel
- Review our Facilities Policies and Rates
- View Harkness Chapel availability on the Room Schedules
- Submit the Harkness Chapel Reservation Request (must be done at least 4 business days in advance)
- (optional) Harkness Audio Service: Recording Request
- Submit payment if required and as directed (checks can be made out to Case Western Reserve University or CWRU)
For event planning and logistics or performance/rehearsal facilities operations, contact Summer Canter, Coordinator of Performance Facilities & Operations.
Planning in Advance
- Logistics: Contact Summer Canter.
- AV equipment: Contact Ken Wendt, IT Coordinator to loan AV equipment from The Core Computer Lab (Haydn Hall, 16).
- Poster/Program template and design: Contact Summer Canter for preparation and dissemination of concert programs and publicity materials.
- The templates are available in the digital design platform, Canva Design. Please contact Summer Canter for the login credentials.
- All content provided by ensemble directors, graduate assistants or student performers should follow the CWRU visual branding guidelines or the instructions provided on the Canva Design templates. The formatting, layout, and margins are complete and only text will need to be added. Click here for a Canva Design Quick Guide.
- Please allow enough time for the creation of any materials in case the project needs to be elevated to the Manager of Performing Arts Marketing and Events.
4. Online Publicity: Standard digital publicity is created at the beginning of each semester. Our Upcoming Events (music.case.edu) are posted at the beginning of the semester and updated throughout the term — please email finalized event title and program details to Summer Canter at least 2 weeks in advance (include digital event flyers/posters, images, bios, etc.). If these details are not provided, the music office will create materials using stock photos and general event information.
- Social Media: CWRU Dept. of Music Facebook and Instagram pages are updated at the beginning of each month with the upcoming events for that month.
- Submit to the Daily — Submissions MUST mirror AND link to the specific event listing posted on our UPCOMING EVENTS page.
5. Printing posters/programs: Email project requests to Summer Canter. All posters/programs are created in Canva Design. Once complete, notify Summer with the quantity and formatting instructions: paper size, paper finish (standard, semi-gloss, matte), folded, stapled, color, black/white, etc. If Summer is out of the office, please ask a staff member to help with urgent print orders (Jennifer Wright, Laura Stauffer or Ken Wendt).
- Small jobs can usually be printed in-house and completed with a 24-hour notice, but larger projects require more time, so please plan accordingly.
- Complex print jobs or color printing will be sent to FedEx Office ($).
- The appropriate ensemble budget/speedtype will be provided to cover printing costs.
- Upon pickup, please make sure to turn in the itemized receipt to Summer Canter or Laura Stauffer. If you’d like a copy of the receipt, please ask.
- The department will cover printing costs for CWRU student degree recitals.
- Non-degree recitals can use the program template but must provide copies. We recommend printing with CWRU Printing Services | FedEx Office (Thwing Center). Small jobs can be printed in the music office ($1 per 10 copies) to be paid in cash.
Undergraduate and graduate music majors (CWRU and CIM) can select from the predetermined student recital time blocks from the Harkness Chapel schedule. Student recitals are booked in 3-hour increments: 12-3PM (1PM start), 3-6PM (4PM start), 6-9PM (7PM start). A 2-hour dress rehearsal can be provided, schedule permitting. Special accommodations outside of these time blocks should be arranged with the Music Office.
HPP Graduate Degree Recitals
Fall semester recital proposals are due by April 1st and Spring semester recital proposals are due by November 1st. Students should submit the Harkness Chapel Reservation Request to place holds on the calendar for their 3 proposed dates [indicate HPP degree recital on the form]. Once the final date is selected, the student should bring the approved degree recital form to Jennifer Wright in the music office to discuss the next steps. Digital posters and website listings will be created at the beginning of the semester. See “Planning in Advance” for more information.
CWRU Student Organizations
There are some instances where fees would be charged (reception is held, admission is charged, damage to the Chapel and/or any equipment), but for the most part student groups can book Harkness Chapel once an academic year at no cost. Our only requirement is that the event doesn’t take place during the last 2-3 weeks of each semester because we are busy with department concerts and events (events can be booked past the last day of class scheduling permitting).
Celebrate your special day at Case Western Reserve University: Wedding Reservation Information and Rates
Student Event Staff
One or two members of our student event staff will be assigned to work all Harkness events (unless otherwise noted). This is required for all events and is $15/hour.
Recording Services can be requested by submitting the Harkness Audio Service: Recording Request. A technician will be assigned to the event. This form must be submitted in advance (approx. 2-4 weeks prior to the event). Harkness support services are only provided during the academic year.
The CWRU Department of Music provides free audio recordings for the following events:
- all concerts by official Music Department ensembles
- all recitals that are required for the completion of graduate degrees
- all endowed recitals (e.g. the annual Terr Ronis Recital)
- performances given as part of Music Department or CIM chamber music courses that are offered exclusively to CWRU students (studio recitals not included)
BUILDING ACCESS, REHEARSAL ROOMS & PRACTICE SPACE
CWRU music majors and students enrolled in music ensembles (MUEN) or applied music lessons (MUAP) can request after-hours access to Haydn Hall and/or Denison Hall by submitting the After-hours Access Request Form. Note: After-hours access will begin the Monday after drop/add in the Fall semester. All music majors and students enrolled in ensembles or lessons will automatically be activated for after-hours access to Denison Hall and Haydn Hall. During orientation through drop/add, Denison Hall operates on extended hours (8am-10pm every day).
Haydn Hall, Room 207
This room can be booked for individual practice or small student group rehearsals (max 3 hours per week). Two students per group will be given after-hours access to Haydn Hall.
Denison Rehearsal Hall/Wade Rehearsal Hall/Denison Classroom
The Wade Rehearsal Hall (WRH) and Denison Rehearsal Hall (DRH) interior doors will remain closed/locked when not being used by a CWRU music class or ensemble rehearsal. The Denison Classroom (DCR) will remain open at all times. WRH is only available to music majors unless a University-recognized student group has an affiliation with the Dept. of Music (music faculty advisor) and petitioned the department for permission. Rehearsal times are available for student groups (3 hours per week) and must be booked in advance with the music office.
Music majors, particularly those in chamber groups/small studio groups, pianists and percussionists will be given priority when booking times to rehearse in WRH, DRH, DCR. The music office will assign building monitors to work during the Active Hours to open/lock rooms, check-in students, monitor the building (per the master schedule provided). Max rehearsal times permitted per student or group is 3 hours per week and rehearsals must end by 10:00PM.
**All students must check-in with the building monitor upon arrival.**
Rehearsal rooms are busy spaces, often involving a significant amount of set-up prior to rehearsals. It is critical that all parties ensure these spaces are clean and all equipment is returned to its proper location. If the use of these spaces results in an unreasonable inconvenience for academic classes and ensembles, access to these rooms will no longer be allowed. Please be respectful.
Practice Rooms (Haydn Hall 2nd Floor and Denison Modules)
Practice rooms are not open to the public. These spaces are reserved for CWRU music majors and CWRU students enrolled in music ensembles (MUEN) or applied music lessons (MUAP). Students taking lessons through the CIM Preparatory and Continuing Education Department are not given access to CWRU practice rooms/rehearsal spaces. Note: Practice rooms are open 24/7 (excludes Haydn Hall rooms during winter/summer breaks).
These spaces are not meant for doing homework, video conferencing, resting, etc. and are not available for breakout rehearsals (sectionals or individual parts) during a scheduled group rehearsal.
Practice rooms may be used by faculty as teaching studios upon approval by the music office. The following conditions apply: CIM studio is not available and teaching a CWRU music major in fulfillment of primary or secondary applied lessons -or- in fulfillment of a pedagogy class. Haydn Hall classrooms and Denison rehearsal rooms are NOT to be used as practice rooms or studios without prior approval from the music office. Harkness Chapel and Harkness Classroom are NOT considered practice rooms or studios. Students are not permitted to use music spaces to teach private lessons to non-CWRU students.
Music majors with percussion as a primary instrument will be issued access to a key. This access combination/code must not be shared with anyone else. Students taking percussion/drum set lessons or ensemble members (popular music, percussion, and jazz ensembles) can use a drum set during Active Hours by filling out the appropriate paperwork with our Music Office staff. Please visit Haydn Hall, 201.
Music majors can use the Percussion Studio 24/7. CWRU students in ensembles or taking percussion/drum set lessons can rehearse during Active Hours (M-F, 4-10PM or Sat/Sun, 12-10PM). The building monitor on staff can provide access to the Percussion Studio, Wade Rehearsal Hall and/or Denison Rehearsal Hall (when available). To guarantee time in one of our large rehearsal rooms, please book in advance by submitting the Classroom Request Form. Availability can be viewed on our Room Schedules. Quiet Hours begin at 11PM so no rehearsals or classroom activities will be booked past 10PM (excluding Percussion Ensemble on Monday night).
Our instruments and equipment are not available for public use. A policy has been put in place by the Ensembles Committee to have students complete and sign a waiver when borrowing instruments/equipment for very special circumstances.
Note: The appropriate ensemble director is responsible for giving permission: strings (Dr. Kathleen Horvath), winds/brass/percussion (Dr. Ryan Scherber), marching band equipment (Dr. Benjamin Helton).
Please review the Instrumental Locker Policies to submit a request (click here for details).
Academic Year-End Closing Procedures
Click here for important instructions. This information pertains to all music majors and ensemble members with instruments and/or lockers, and students interested in summer access.
GENERAL HOUSEKEEPING RULES
- Music faculty and music majors have priority over departmental spaces. Additional set-up/tear-down time may be needed between academic ensembles and classes – please be respectful of this.
- Rehearsals must fall within the “Active Hours” listed for Denison and Haydn Hall.
- Practice modules are open to music majors or CWRU students enrolled in ensembles (MUEN) and/or applied lessons (MUAP). They are not to be used for break-out rehearsals/sectionals or doing homework, video-calling, etc.
- Absolutely no alcohol and no food/beverages permitted inside the rehearsal rooms/classrooms or practice rooms. Water bottles with lids are acceptable. Receptions can be held but this option must be indicated on the reservation form with permission given by the department. Permit paperwork is required and additional facilities/custodial services are provided (minimum fee of $140).
- Keep all rooms clean from garbage. No markings are to be made on the wall or floors and nothing is to be set on top of the pianos or percussion instruments (drinks, food, clothes, bags).
- Equipment available for rehearsals: stands, chairs and pianos. Percussion and electronic/AV equipment is not available for use. Our equipment is not available for public use and must remain on site. Nothing is to be removed from our classrooms/buildings without permission.
- Rooms are to be put back in proper order and all equipment is to be stacked before leaving.
- DO NOT prop any exterior doors or windows open and make sure everything is secured before leaving.
- Rooms are not to be used outside of your formal booking. If you are in a room at a time that you are not to be there you will be asked to leave.
- If the music office receives any reports of misuse, one written warning will be given. If reports continue, permission to use departmental spaces will be revoked.
- University Quiet Hours begin at 11:00PM. Activities will not be scheduled past 10:00PM.
- Parking at the Denison loading dock is not permitted. Only faculty with courtesy parking passes have this privilege.
It is VERY important that doors and/or windows are not propped open in our buildings. Do not hold the door for others. All faculty, staff and students are to gain access by using an ID card.
In case of an EMERGENCY call Campus Security 216.368.3333
Non-emergency calls can be made to Campus Security 216.368.3300
CWRU Police & Security Services also offers CWRU Shield, a free smartphone application that allows you to report emergencies, set safety checks, and create iReports. Please consider adding this. The Safe Ride Program is available for transportation around campus and the surrounding area to the CWRU community between 7:00 p.m. – 3:00 a.m.